A lot of companies are shifting their business data from Odoo into HubSpot as the modern sales and marketing needs outgrow what Odoo’s CRM is built for. But Odoo isn’t just a CRM; it’s usually integrated with invoicing, inventory, and sometimes manufacturing. So, pulling CRM data out of it and into HubSpot isn’t as simple as exporting a spreadsheet. This guide walks through what actually needs to move, what tends to break if you’re not careful, and how to plan the process properly.
Odoo vs HubSpot: Why Companies Migrate
Understanding “why” shapes what your migration should prioritize, so it’s worth knowing the reasons that drive the migration. Common factors include:
Outgrow Odoo’s CRM
Odoo’s CRM app is solid for basic pipeline tracking, but companies that need serious marketing automation, lead scoring, nurture sequences, landing pages, and ad tracking find Odoo’s marketing tools limited compared to HubSpot’s.
Sales and Marketing Alignment
HubSpot was built from the ground up to connect marketing campaigns directly to sales activity in one interface. Companies scaling an educated sales and marketing team often want that tighter loop rather than juggling Odoo CRM plus a separate marketing tool.
Ease of Use for Non-Technical Teams
Odoo’s interface reflects its all-in-one, highly configurable nature, which can feel like overkill for a sales or marketing team that just wants a clean, purpose-built CRM. HubSpot’s interface is generally considered more approachable for that specific job.
Integration Ecosystem
HubSpot connects natively with a huge range of marketing, advertising, and analytics tools. If your team relied heavily on tools like Google Ads, LinkedIn Ads, or specific marketing platforms, HubSpot’s native connections are often smoother than what’s available through Odoo.
What Data Actually Needs to Move
Migrating the CRM sounds like one task, but it’s really several distinct data types, each with its own quirks.
Contacts and Companies
These generally transfer the cleanest. Odoo stores contacts with a set of standard fields plus any custom fields your team added over time. HubSpot also allows custom “properties.” To set them up, every custom field you rely on in Odoo (an internal customer tier, a preferred language, a source tag) needs to be recreated as a matching property in HubSpot before the data lands, or it gets dropped silently.
Deals and Pipelines
Odoo’s CRM opportunities map to HubSpot’s deals, but the pipeline stages almost never match up directly. Therefore, you need to manually decide how each Odoo stage maps to a HubSpot stage. Get this wrong and deals that were close to closing can show up looking like brand-new leads, which throws off your sales reporting the moment you go live.
Notes, Activities, and Logged Calls
Odoo tracks these in its chatter feed attached to each record. HubSpot, however, has an equivalent activity timeline on each contact and deal, but the import process needs to preserve the original date and author, not just dump everything in one place. Without care here, your team loses the actual history of who did what and when.
Quotations and Sales Order Links
Odoo deals are often directly linked to quotations and sales orders, since Odoo is an all-in-one system. HubSpot deals don’t have this same built-in connection to invoicing. If your process depends on a deal automatically reflecting the linked quote value, you need to either manually keep those numbers in sync or set up an integration between HubSpot and Odoo’s Sales or Accounting apps so the two stay connected going forward.
Tasks and Support Tickets
If your team runs support through Odoo’s Helpdesk app, those tickets need a place to go in HubSpot’s Service Hub (if you’re using it). Ticket status, priority levels, and history need mapping in the same way deal stages do.
Custom Fields and Custom Models
Odoo is highly customizable, and many companies build custom fields, or even entirely custom modules, to track things specific to their business (project stages, subscription details, warranty information). None of this exists in HubSpot by default. You need to recreate the relevant fields as HubSpot properties, and anything too custom to fit HubSpot’s data model at all may need to stay in Odoo permanently, connected through an integration rather than migrated over.
How Odoo HubSpot Migration Occurs
There are three realistic paths, and which one is suitable for you depends on your data volume and how customized your Odoo setup is.
Manual Export and HubSpot’s Import Tool
You export data from Odoo as CSV files (contacts, companies, deals, etc.), clean them up, and use HubSpot’s import wizard, which lets you map each spreadsheet column to a HubSpot property. This works reasonably well for smaller datasets ( a few thousand contacts and deals), but gets messy fast when you need to preserve relationships between records (a deal linked to the right contact and company) across multiple files.
API-Based Migration
Both Odoo and HubSpot expose APIs. A script (built in-house or by a developer) can pull records directly out of Odoo through its API and push them into HubSpot through HubSpot’s API, keeping relationships between contacts, companies, and deals intact automatically instead of relying on matching text across spreadsheets. This is the more reliable route once you’re dealing with larger datasets, custom fields, or activity history that actually needs to carry over accurately.
Third-Party Migration or Sync Tools
There are integration platforms built to connect or migrate data between Odoo and HubSpot. These can save time, but every tool supports a different set of objects and fields, so it’s worth confirming exactly what a given tool can and can’t carry over (Especially custom fields and activity history) before relying on it for the full move.
Step-by-Step Breakdown of Odoo HubSpot Migration Process
A successful migration follows a structured approach where all data is preserved securely.
Step 1: Discovery and Audit
Start by documenting all active workflows, custom properties, and automated triggers. Based on your priorities, create a list of highly critical data.
Step 2: System Preparation and API Setup
Link Odoo to HubSpot by creating a private app connection inside HubSpot by navigating to settings in HubSpot, integrations, and “private apps.” Develop migration applications and grant permission to access contacts, deals, activities, and line items. Copy the access token and insert it into your Odoo migration software or integration tool settings.
Step 3: Staging and Pilot Test
Never perform a full migration directly into your active production environment on the first try. Select a representative sample of your database and run the migration script or connector tool for the sample batch. Pilot test and inspect the imported records in HubSpot.
Step 4: Full Production Execution
Once you’ve done successful testing, schedule the complete migration. Depending on the number of records, it can take between 2 to 6 hours, either by API migration or CSV import.
Step 5: Delta Sync
In the middle of the migration process, your team might still be making sales and updating contacts in Odoo. Delta sync is a mini-migration process where any new entries and updated contacts that are added during the migration process will be migrated into HubSpot.
Simplify Odoo HubSpot Migration with Techloyce
As a technical implementation partner, we take care of all the technicalities ranging from audit to support so that you do not have to worry about losing any data during migration.
Pre-Migration Audit and Data Cleanup
Techloyce specialists audit your Odoo setup and identify all the active objects (Contacts, Companies, Deals, Products & Activity Logs). This also helps to prevent migration of duplicated or inactive pipeline data in HubSpot.
Custom Data Mapping
Techloyce maps standard Odoo fields to native HubSpot properties, while rebuilding and aligning custom fields, relational tables, and multi-currency formats between both systems.
Custom API and Integration Bridge Development
On the basis of your setup, Techloyce utilizes a custom script engine, API connectors, or middleware to extract data directly via Odoo’s XML-RPC API and import it using HubSpot’s Private App APIs.
Ongoing Support
Techloyce offers post-migration oversight, resolving edge cases, setting up workflow triggers, and providing post-migration oversight. This is highly significant for your sales and marketing teams to adapt smoothly to HubSpot.
Ready to Migrate Without the Risk?
Data migration is complex, but executing it shouldn’t hold your business back. At Techloyce, our certified migration specialists take care of the entire process, from deep schema mapping and API bridge development to pilot testing and zero-downtime cutovers. This way, we make sure that all contacts, custom fields, and activities migrate smoothly so that you can immediately get started using HubSpot without any hassles.
